Administrative Procedure TOPIC: EFFECTIVE: CROSS-REFERENCE: REVISION DATE: RESPONSIBILITY: PREAMBLE and the policies and procedures of the

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1 Halton District School Board Administrative Procedure TOPIC: Ontario Student Records (OSR) EFFECTIVE: May 2014 CROSS-REFERENCE: Ontario Ministry of Education OSR Guidelines 2000 REVISION DATE: May 2017 RESPONSIBILITY: Superintendent of Education (School Operations) PREAMBLE The Ontario Student Record (OSR) is governed by the policies of the OSR Guideline 2000 issued under Section 8 (1) (27) of the Education Act. The Ontario Student Record (OSR) is the record of a student s educational progress through s in Ontario. The Education Act requires that the principal of a collect information for inclusion in a record in respect of each pupil enrolled in the and to establish, maintain, retain, transfer and dispose of the record. Ontario Student Records are to be maintained for all students in compliance with the Education Act, Municipal Freedom of Information and Protection of Privacy Act and all applicable regulations and guidelines of the Government of Ontario and the policies and procedures of the Halton District School Board. The Act also regulates access to an OSR and states the OSR is privileged for the information and use of supervisory officers and the principal and teachers of the for the improvement of instruction of the student. Each student and the parent(s) of a student who is not an adult (that is, a student who is under the age of eighteen) must be made aware of the purpose and content of, and have access to, all of the information contained in the OSR. In 2000, the Ontario Ministry of Education released The Ontario Student Record (OSR): Guidelines (replacing 1989 Guidelines). PROCEDURES: The following procedures outline the Halton District School Board`s compliance with the policies set out in the Ministry of Education s OSR Guideline 2000., which are located on the Government of Ontario website: These procedures: identify those who are responsible for maintaining OSRs; outline additional criteria and procedures for the OSR specific to the Halton District School Board s; and implement mandatory changes as indicated within the guideline. Establishment and Responsibility of the OSR The principal is responsible for the use and maintenance of the OSR and for assigning tasks related to that function to appropriate staff. See HDSB Appendix 2, OSR Maintenance Checklist. Clerical Functions means filing, establishing, maintaining, requesting and transferring OSRs. In addition, in secondary s, it means creating Ontario Student Transcripts, removing outdated Ontario Student Transcripts and removing duplicate report items older than 5 years except for the OSOR Card. Persons who may be assigned clerical functions with respect to the establishment and maintenance of the OSR include: School personnel designated by the principal Teachers Early Childhood Educators (ECEs) Computer services support staff responsible for the technical maintenance and support of the computerized OSR information.

2 OSR Folder Refer to HDSB registration policy guidelines re what documents to keep copies of (see "Verification of Documentation for School Registration" form). HDSB currently keeps a copy of the student birth certificate or baptismal certificate. All other documents are recorded that they have been seen but copies are not retained. In addition to the name of each attended, the teacher contact will be designated by the principal. There will be a minimum of one photograph in each of: JK/K, Primary, Junior and Intermediate Divisions. No information in the OSR shall disclose contravention or alleged contravention by the student of any statute or regulation to which the Youth Criminal Justice Act or Part V-A of the Provincial Offences Act applies. Contents of the OSR Folder The organization of OSR contents outlined below is intended to be from the front to the back of the OSR: 1. most recent OST 2. report cards organized chronologically with the most recent at the front 3. Documentation Refer to the Halton Administration Procedures Qualifications to Attend the Halton District School Board and Guidelines for Student Registration. Credit status (i.e., substitute, equivalency); PLAR (see Appendix K), correspondence, Music Certificates accepted for Credits, equivalent Out of Province/Country Documentation French Demission Forms for Core French (grades 4 through 9) or French Immersion/Extended French Grade 10 Ontario Secondary School Literacy Results Health information Suspension letters Truancy letters/ frequent absence letters EQAO Result Letters (Grades 3 and 6) Notes: (1) All letters being filed in the OSR shall contain a notation to that effect (i.e. copy: OSR). (2) See Appendix K (Ontario Student Record (OSR) Guidelines, 2000) and Halton Procedures for PLAR. (3) Third party reports received but returned to sender should be noted in this section (e.g. doctor s letters, discharge report). Report Cards Report cards shall be filed in reverse chronological order. (i.e., most recent on top.) For students in grades 1 through 8 who are not receiving a provincial report card, the only alternate report card is the IEP. For students in grades 9 through leaving who are not receiving a provincial report card, the only alternate report card is the IEP, accompanied by page 3 of the Provincial Report Card. For students in JK/SK who are not receiving the regular board report card, the individualized kindergarten report or the student s Individual Education Plan (IEP) are the only alternate report cards. They must be filed in the OSR. English as a Second Language reports, Learning Resource Teacher reports and Learning Centre reports should be included in the OSR in the Documentation. OST An official copy of the OST, which does not need to be on official OST form if the student is remaining within the HDSB, as per 2013 OST Guidelines, will be filed in the OSR upon graduation, transfer and retirement. At all other times the OST will be maintained as an electronic file. Students may require a copy of their Ontario Student Transcript (OST) upon: Transferring to another secondary Applying to a private post-secondary training program, college or university Transferring to a outside of Ontario

3 Graduating Leaving Applying for a scholarship or bursary, or Applying for a job OSTs will be provided to retired students on request for a fee of $20.00 for the first 2 copies of a transcript and a $5.00 fee for each additional copy if requested at the same time. Documentation The following shall also be included in the Documentation : (See HDSB Appendix 1 Storage and Disposition of OSR and Contents) The description of results of performance in the primary gifted screening process for students who meet the Halton criteria for gifted identification or in the Grade 4 gifted screening process for students who meet the Halton criteria for gifted identification based solely on the Otis Lennon School Ability Test and Naglieri test English as a Second Language reports, Learning Resource Teacher reports and Learning Centre reports All IEPs and IEP parent contact records All Letters of Invitation to IPRC (copy) All IPRC Waiver Letters (copy) The School Psychological Services Memo notifying the that an assessment has been completed. If a parent has refused permission for an assessment recommended by the SRT, the Principal will indicate this in a letter to the parent with a copy to the OSR (c. OSR Documentation ) A copy of the Multi-Disciplinary Services Team Consent Form EQAO exemption permission letters EQAO Letter of Results Behaviour Plans / Safety Plans Suspension Letters attached to a Violent Incident Form and related Safe Schools Incident Reporting Forms (see HDSB Policy Behaviour, Discipline and School Safety 2010 ) Change of Name or Gender By Repute If a student s name or gender changes by repute, the OSR will be filed under the requested name and a card will be placed in the sequence where the legal name would appear. The legal name and gender must always be retained on the hard copy and electronic copy of the OSR. Documents in the OSR will continue to reflect the legal name and gender (provincial reports, Ontario transcript) The will change the preferred name in Trillium, resulting in this name being displayed on class lists manual changes will be required on class lists to reflect the gender of repute Upon request, s will make manual changes to a student s copy of report cards, the OST, and diplomas to reflect the name / gender of repute Secondary s must be careful to register all new grade 9 students from the OSR file in order to make certain that the electronic file contains the legal name. The principal will record the name by repute in Part A of the OSR folder in addition to the legal name that will be enclosed in brackets. Revision of documents contained within the OSR regarding name and gender change must be supported by legal documentation. (see By Law below) By Marriage If a student s surname changes by marriage, the will file a copy of the confirming document, or a verification of his or her knowledge of the document, in the documentation file, and will change the surname of the student on all current and future components of the OSR. By Law If a student s full name or gender changes, pursuant to legal documentation, the will change all current and future components of the OSR to reflect the change. Upon request, all past components of the OSR will be changed so that it will appear as if originally established in the changed name or gender.

4 Security of OSR The principal will designate the person or persons who shall maintain the security of the student records. Security of the OSR must be provided for both current and inactive OSR files. Electronically stored OSR data must comply with the same access and security provisions as the hard copy. Unattended computer terminals should be turned off or secured in an appropriate manner. All parts of the OSR must be stored in filing cabinets. The filing cabinets may be left unlocked during normal office hours. The files should be located in areas of restricted access. Filing cabinets will be secured at times beyond normal office hours. If possible, the filing cabinets will be kept in rooms with lockable doors. The OSR files will remain in the at all times except at a meeting sanctioned by a Supervisory Officer or the Principal. If it is necessary for authorized personnel to take OSRs out of the Guidance or main office, the personnel removing the OSR will make a record (on an OSR sign-out card) indicating the student s name, remover s name, time and date when removed and returned. In most cases, the OSR will be returned and so recorded on the same day. If it is necessary to have OSRs away from the storage area, the OSR will be stored within the in an area which ensures that confidentiality will be maintained. It is to be returned as soon as possible. Access to the OSR The following personnel have the right to examine the contents of the OSR: the student the student s parent(s) or guardian(s) if the student is under 18 years of age for students who are under 18 years of age and for whom Family and Children s Services has a supervision order, the agency is the official guardian, therefore, the parent/guardian access is limited to the Family and Children s Services social worker; supervisory officers, the principal, the teachers of the (those who hold a valid certificate of qualification or a letter of standing as a teacher in an elementary or secondary in Ontario and who are assigned to the by the Board includes itinerant teachers, coordinators and consultants who are certified teachers), and Early Childhood Educators (ECEs) for the purpose of improving the instruction of the student. access to OSR by Professional Support Services Personnel requires signed parent permission access to the OSR by students and/or their parents or guardians occurs in the presence of the principal or designate Students Although the non-adult student has access to the OSR the non-adult student does not have the right to request that information be withdrawn, corrected or placed in the OSR. The right of consent remains with the parent/guardian until the student reaches 18 years of age. Parents A non-custodial parent has access to the record unless access is denied by a court order, divorce decree or some other legal document. Additional Ministry and Board educational personnel may access the OSR only as directed by the Principal/Designate. Correction or removal of information in the OSR If the student over the age of 18, parent and or guardian is of the opinion that information contained in the student s OSR is inaccurately recorded or that it is not conducive to the improvement of the instruction of the student, individuals may request that the principal correct or remove the information from the record. If the principal complies with the request, the material will be corrected or will be removed from the file and destroyed (shredded using Board provided service) or returned to individual and no record of the request will be retained in the OSR. If the principal is unable to comply with the request, the individuals may request consult the appropriate superintendent of education See HDSB Appendix 3 (Storage and Disposition of Documentation for Students Enrolled in Adult Day School and Alternative Education Programs).

5 Transfer of the OSR All letters requesting the transfer of OSR records from Halton DSB s will be filed in a binder and retained for one full year beyond the year the OSR was transferred. These letters of request will be filed by s and retained for one year. Halton Psychological Services reports are not transferred outside of the Board and should be returned to Psychological Services. Surrendering an OSR There are restrictions placed on the use of the Ontario Student Record (OSR) in court proceedings (Subsection 266(2) of the Education Act). If an OSR must be surrendered and/or removed from the as a result of a search warrant, subpoena or court order, the principal shall follow the procedures in section 4.5 and ensure that: In all cases, the principal shall contact the appropriate Superintendent of Education and Manager of Director s Office to determine whether to seek a legal opinion from the Board s solicitor before taking action. The individual requesting the OSR does hold the position of authority that is claimed and the action taken is documented and includes the signature of the official receiving the OSR. Note: All materials in the OSR should be dated Review Procedures Under certain circumstances the OSR may be reviewed by the principal, or their designate, and information in the OSR may be removed upon authorization from the principal. A person designated by the principal is to be a member of the instructional staff who has received the required instruction and criteria for conducting the review. Information may be removed from an current student OSR or from a retired student OSR, however, the rules for each circumstance are unique. Current student OSR: A current student OSR is considered to be that of any enroled student who is not retired. A when he or she ceases to be enroled in. A student is not considered to have retired when he or she (a) withdraws for a temporary period, or (b) transfers to another in Ontario. Reviews of current student OSR s occur when a student transfers to/from another or, periodically, when routine maintenance is performed on the file of a student at the, typically in its day-to-day use. In both cases if certain information or material in an OSR folder is determined to be no longer conducive to the improvement of the instruction of the student, the principal must authorize the removal of the item(s). The removal of information included in the OSR should be judged case by case: is the information accurate? is the information current? will the information assist in the improvement of instruction? is the student (or parent, where the student is not an adult) informed of the inclusion of the information? The OSR should be reviewed by the principal, or the principal s designate. This will help ensure that the information is relevant, accurate and conducive to the student s education. The principal is responsible for making certain that the removal of this information complies with the OSR Guideline and policies set by the Board. Retired student OSR: When the - the OSR is reviewed by the principal, or the principal s designate. See HDSB, Appendix 1, Storage and Disposition of OSR and Contents for instruction regarding what to securely shred, what to keep, where and for how long. The principal is responsible for making certain that the review, removal, destruction and retention of this information complies with the OSR Guideline and policies set by the Board.

6 Important Notes for Current and Retired OSRs: The only acceptable method of disposal of records from an OSR is secure shredding as provided by the Board. No documentation related to the IPRC process, including IEPs, should be removed from the Documentation as part of a review of a current OSR. The principal is responsible for making certain that the review, removal, destruction and retention of information in the OSR complies with the OSR Guideline and policies set by the Board. For further guidance on retention and removal of records in the OSR, see HDSB, Appendix 1, Storage and Disposition of OSR and Contents Disposal of OSR Materials See HDSB, Appendix 1, Storage and Disposition of OSR and Contents. As materials are removed from OSR and are no longer conducive to the improvement of instruction: All materials will be placed in a secure on-site shredding box as contracted by the HDSB. Materials removed for shredding shall be kept secure from invasion of privacy at all times. All materials removed from the OSR shall be destroyed under conditions that ensure the complete and confidential disposal of the record, or returned to the sender. OSOR Cards or Office Index Cards The OSOR Card (Office Index Card) provides the with immediate access to information about a student and is stored separately from the OSR folder. Security, storage and disposal procedures apply equally to the OSOR Card as well as to the OSR folder. The OSOR Card is always retained by the sending upon transferring the OSR file. Each must maintain active and inactive Office Index s. The OSOR Card may also include the following information: Ontario Health Number Doctor s name and phone number critical health factors as agreed to in writing by parent/guardian parent/guardian business contact number of siblings in the same person with whom student resides additional information supplied by parent for inclusion homeroom class current grade previous and board citizenship, date of entry, tuition fees enrolment in French Immersion in current year information specified by use indicator may include additional information provided by the parent for the safety and well-being of the student

7 Appendix 1 Storage and Disposition of O.S.R. and Contents Description Storage Duration Disposition transfer within HDSB O.S.R. Folder (Ontario Student Record) OSOR Cards (Office Index Cards) O.S.T. Ontario Student Transcript Alternate Report Card (Kindergarten report card or I.E.P.) Assessment (Psychological, Speech/Language, Health, Behaviour) Principal letter of response to parent refusal of permission for recommended assessment Multi-Disciplinary Support Team Consent Form Behaviour Plans Credit Status (substitute credits, equivalency, PLAR) Custody order verification Demission/Exemption Forms (French, EQAO) Secure (locked) filing cabinets secure (locked) filing cabinets Within O.S.R. O.S.R. with parental permission O.S.R. O.S.R Until student s 18 th birthday EQAO Results O.S.R. ESL Reports to new not packaged with other materials clearly labeled as OSR(s) retain most recent copy at the originating, file separately from OSR d in O.S.R. Expulsion Letters O.S.R. Minimum 5 years Gifted Screening Results transfer to another Ont. Bd. upon written request send via courier in O.S.R. no remove and return to Education Centre Grade 10 OSS Literacy Test O.S.R. Health Information O.S.R. Principal s discretion Principal s discretion Principal s discretion I.E.P. s All I.E.P. s and no

8 (Individual Education Plans) and Parent Contact Records I.P.R.C. Invitation Letters I.P.R.C. Waiver Letters I.P.R.C. Statement of Decision I.P.R.C. Parental letter of request for meeting, discussion or appeal and Principal s Response Letter I.S.A. Status Form Learning Centre Program Report Letter requesting credit substitute (copy) (copy) copy to I.P.R.C. manager at J.W.S. O.S.R. Contact Records for PLAR Records O.S.R. Report Card O.S.R. Record of Community Service/Involment Does not need to be retained in OSR provided information has been entered into Trillium. Record of French Instruction O.S.R. Request for name by repute Requests for deletion/correction where request not granted SAL Reports School Psychological Services Memo Specialist High Skills Major Record (SHSM) Special Support Program Report Substitute Credit Records O.S.R. Does not need to be retained in OSR provided information has been entered into Trillium. in O.S.R. n/a n/a n/a in O.S.R. in O.S.R. in O.S.R. n/a n/a n/a Surname change verification

9 Suspension Letter O.S.R. minimum of 1 year (may be removed at Principal s discretion thereafter) Suspension Letter with Violent Incident Form and related Safe School Incident Reporting Form Truancy/Frequent Absence Letters Minimum 3years, additional incidents 5 years Minimum 5 years for expulsions O.S.R. Minimum 5 years

10 OSR MAINTENANCE CHECKLIST Appendix 2 Elementary Schools the following information can be used as a checklist: each student has an OSR each student has a Halton student number and an Ontario Education Number (O.E.N.). These numbers are recorded on the OSR. Part B of the OSR is completed update Parts D, E, F, G, H and I, as necessary all original copies or exact copies of the Provincial Report Cards for the year are stapled together (final term on top) and placed into the OSR once, for each division, an up-to-date student picture is dated and glued onto Part F of the OSR folder a Documentation has been established and the appropriate dated documents have been inserted. These inserts are to be organized chronologically with the most recent at the front. The following legal documents must be included: Letters of Invitation to IPRC IPRC Waiver Letters IPRC Statements of Decision ISA Status Form IEP s and Parent Contact Forms Other appropriate dated documents to be filed in the Documentation include: Educational, psychological and health assessments Violent Incident Forms Suspension Letters (if related to a Violent Incident Form) Verification of change of surname Verification of custody order a Student Record of Accumulated Instruction in French as a Second Language card has been established and updated for each student items that are not conducive to the improvement of instruction are removed from the OSR, at the principal s discretion and securely shredded in Board provided bins name changes (refer to Section 10 of these procedures) all items in OSR are dated proof of age is verified and initialed the OSR contents are filed in the recommended order

11 OSR MAINTENANCE CHECKLIST Appendix 2 Secondary Schools the following information is used as a checklist when reviewing OSRs: each student has an OSR each student has a Halton student number and an Ontario Education Number (O.E.N.). These numbers are recorded on the OSR. Part B of the OSR is completed update Parts D, E, F, G, H, and I, as necessary all original copies or exact copies of the Provincial and Board Report Cards for the year are filed together (final term on top) and placed into the OSR at least one photograph is dated and glued onto Part F of the OSR folder a Documentation has been established and the appropriate dated documents have been inserted. These inserts are to be organized chronologically with the most recent at the front. The following legal documents must be included: o Letters of Invitation to IPRC o IPRC Waiver Letters o IPRC Statements of Decision o ISA Status Form o IEP s and Parent Contact Forms o Other appropriate dated documents to be filed in the Documentation include: o Educational, psychological and health assessments o Violent Incident Forms and related Safe School Incident Reporting Form o Suspension Letters (if related to a Violent Incident Form) o Verification of change of surname o Verification of custody order items that are not conducive to the improvement of instruction are removed from the OSR, at the principal s discretion and securely shredded in Board provided bins name changes (refer to Section 10 of these procedures) all items in OSR are dated proof of age is verified and initialed the OST is included, updated and filed at the beginning of the OSR the OSR contents are filed in the recommended order

12 Appendix 3 Storage and Disposition of Documentation for Students Enrolled in Adult Day School and Alternative Education Programs For students taking credit course at Summer School or Continuing education day : The OSR will remain in the last day in which the student was registered OIC information for all programs is stored electronically Summer School and Night School results are transferred to the last day in which the student was registered if within the Halton board. Otherwise, the report card is distributed to the student who is responsible for delivery to their last day to ensure that their OST is updated Upon graduation from one of these programs, ACE requests the OSR from the day. The records are updated and the OSR is stored in the ACE Administration secure area Day School students who register in Summer School or Night School credit courses: The OSR will remain in the day ACE will issue and send a report card to the day. OST is updated electronically.

13 Appendix 4 Ontario Student Record (OSR) Guideline, O. S. T. (3.3) Report Cards (3.2) OSR Folder (3.1) Documentation (3.4) Office Index Card (OSOR) (3.5) filed in reverse chronological order Parts A-H completed as required ( ) Additional Info. (3.1.7) date of SAL entry credit status (equivalency, substitution) PLAR (3.7) music certificates for credits OSLT Results Health Information Suspension letters Frequent Absence/ Truancy Reports French demission forms (3.6) custody order verification surname change verification request for name by repute IPRC Statement of Decision all IEPs & IEP Parent Contact Records educational, psychological and health assessments SAL reports requests for deletion/correction where request not granted letters of invitation to IPRC IPRC waiver letters ISA Status Form results of grade 4 gifted screening for students meeting Halton criteria based solely on OLSAT and Naglieri ESL reports Learning Resource Teacher and learning centre reports MDST team consent form School Psychological Services memo re: completion of an assessment Principal letter of response to parent refusal of permission for recommended assessment suspension letters (with attached Violent Incident Form and related Safe School Incident Reporting Form) HDSB Behaviour Plans / Safety Plans EQAO exemption permission forms not filed in OSR not transferred with OSR